To become a professional driver, driving skills alone is not enough. Everyday life of these people is subject to a strict routine and schedule, their movements are planned in advance and constantly monitored. To complete all the tasks on time and to do the job in a quality manner, they need such qualities as patience, poise, discipline and, of course, punctuality. In addition, a good driver can keep the necessary documentation and carefully monitors the condition of the car (despite the fact that other specialists carry out maintenance).
One of the main documents that accompanies the driver everywhere is the waybill. This is a list of places visited (outlets, warehouses) with an indication of the amount of fuel consumed and mileage. If we are talking about the transportation of inventory items (goods and materials), then the waybill is attached to the waybill.
Waybills: document structure and design procedure
Despite the fact that the waybills (PL) are not according to the standard model, but as convenient for the employees themselves, they are considered official documents. Thanks to the PL, accountants can carry out primary accounting of the work of vehicles (focusing on the data given in the document) and pay wages to drivers.
The design of the waybills is assigned to the dispatcher of the enterprise or to the one who acts as its representative. Typically, submarines are prescribed in one copy, but if it is lost, a duplicate can be issued (such situations arise extremely rarely).
The validity (legal force) of the document is limited to the duration of one work shift. If the company practices business trips lasting several days, then for this entire period one waybill is issued.
These are the main elements of the document:
- Waybill number.
- Date when the ticket was opened.
- Signature of the person issuing the document.
- The official seal of the company.
Destination Waybill
The waybills are drawn up for the obvious purpose: to control the actions of the driver and take into account the wear of the vehicle. The document reflects the mileage of the car, and this figure is compared with the planned indicator. Of course, there may be deviations, but in general, the route should match the calculated one as much as possible.
The legislation has legalized several main types of submarines, which are developed taking into account the characteristics of various vehicles (for passenger cars, tractors, buses). If the driver provides the inspector with a ticket in which the type of vehicle is incorrectly indicated, he may be fined.
Varieties of waybills
In practice, these three types of vouchers are most often used:
- N 4-s. This form is used in those companies that have chosen piecework wages for drivers. The salary of such employees is calculated at the average rates in force in this area.
- N 4-p. Such waybills are used to record the working time of the driver. The employee receives money for the worked period.
- N 4th. This form is used by those enterprises engaged in intercity transportation and delivery. The issuance of travel sheets for such trips implies not only the indication of more complete information, but also special forms (on their front side there is a red stripe and the inscription "intercity transportation").
Travel packages for cars
A service car is a vehicle owned by a legal entity and its enterprise. The carrying capacity of such cars is usually small.
Service vehicles and the person driving it can be hired. In this case, filling in the waybill becomes mandatory. This document provides guarantees to both parties to the employment relationship: the employer is confident that the work has been completed in full and the driver has written confirmation of his actions. A waybill is a kind of insurance that can not be replaced by receipts or verbal agreements.
Usually the following data is indicated in a car voucher:
- The date the sheet was issued.
- His number and series.
- Surname, name and patronymic of the driver who will use the document.
- Date and time of completion (end of working day or return from flight).
Of course, the waybill of a passenger car must be signed by the person who stores and receives such documents. The driver also puts his signature. Before this (upon receipt of the ticket), he must verify the correctness of the information.
Create and store waybill forms
Many enterprises prefer to use letterhead made in the printing house, others independently develop a template and print these documents on printers. In any case, an unfilled waybill is a strict reporting form. This means that all copies are numbered, and the movement of finished documents (as well as damaged ones) is controlled. The forms must be stored in the safe of the enterprise or in its warehouse, the person in charge gives out the necessary number of vouchers when necessary. The waybill, the form of which was damaged during filling, is disposed of, and its number is added to the list (this avoids shortages during recounting).
Who fills the ticket and how?
Even if the car is not rented out (used by the owner himself), a ticket is issued to his driver. Before the start of each new flight, the dispatcher or the person performing his duties writes information about the driver and the circumstances of the trip on the waybill.
The data that is usually included in the car's waybill must be accurate and reliable. The procedure for filling vouchers is described in the Decree of the State Statistics Committee of the Russian Federation No. 78. Here is a list of eight basic forms designed for various categories of vehicles :
- Building transport.
- Passenger.
- Special purpose vehicles.
- Taxi.
- Two forms for trucks.
- Public transport.
- Buses ordered.
It should be borne in mind that the provisions of the resolution are relevant only for legal entities.
Fill in the waybill: front side
Since the ticket should reflect all the available information about the flight, its form includes quite a few columns. All of them are filled in a certain order:
- First of all, write down the document number. For this purpose, use numbers, words or a combination of them (at the discretion of the administration of the enterprise).
- When filling out preprinted forms, indicate their series.
- Date of the trip. For one-day trips, this is the “day / month / year” format; for business trips, this is the time interval between the beginning and the end of the trip.
- It is mandatory to indicate the full name of the company, as well as its contact information (addresses, phone numbers).
- OKPO code. It is assigned to all organizations involved in the transportation of goods and passenger transportation.
- The name and brand of the car. In the event that the vehicle is not the property of the enterprise, the rental agreement number is entered in the column for the brand. Also enter the date and series of the document.
- Full car license plate: numbers and letters.
- In the event that the company owns several vehicles, each of them must be assigned its own garage number. It is also indicated on the waybill. If the company has only one car at its disposal, the column may remain blank.
- Data about the driver: last name, initials, personnel number, as well as the number of his driver’s license and driver’s class. The law requires that this information be recorded legibly.
- The column called “License Card” is relevant for those organizations that practice passenger transportation (that is, they are allowed to transport eight or more people).
- When renting a car in the appropriate box indicate the company that will dispose of it.
- The feed address is the place where the car is sent.
- Hh: mm is the time format for a car to leave a garage or parking lot.
- The column “Supervisor-contractor” is filled in by the responsible person (the surname, initials are indicated, a signature is put).
- The mechanic also puts his hand in filling the waybill. He writes down his data and signs a document. This is necessary as evidence of the health of the vehicle.
- To indicate the estimated time of returning a car from a flight, the dispatcher calculates the mileage. If we are talking about a business trip, then in addition to the time of arrival, he writes the date.
- Upon the return of the vehicle, it is checked by the dispatcher-contractor. If there are comments, he enters them on the waybill. The form contains notes about the delay or damage to the car.
- The driver who used and returned the car, enters his data in the column "Vehicle passed".
Fuel consumption
The amount of gasoline or gas consumed in the package also indicates, there is a separate place for this form. Information about the brand of fuel, its quantity (what was issued and what had to be bought at gas stations), the remaining fuel in the tank before the trip, as well as the amount remaining after the end of the flight are placed here.
Before filling out the waybill, the dispatcher checks the planned consumption figures for gasoline (gas, diesel fuel), which are given in one of the orders of the Ministry of Transport of the Russian Federation. Comparing the data on the actual and planned costs, calculate the amount of savings or overspending. The received data is recorded.
The instruction on how to fill out the waybill also provides for the signature of the health worker who released the driver on the flight.
The back of the document
The following information should be indicated here:
- The route along which the vehicle was moving.
- The flight number that is assigned to each trip and is recorded in the waybill log.
- Departure and arrival places.
- Actual trip mileage and driver signature.
Other types of permits: tractor waybill (form 68)
In the case when the tractor is used for transportation of goods, a ticket is issued to its driver. There are two forms of this document: Form 68 and 412-AIC.
The first option is used in several regions of Russia, geographically located near Ukraine. Farmers from these two countries are often united by economic relations, and it is easier for them to work on the same documents. In fact, such a tractor waybill is a Ukrainian form, but a similar form exists in Russian legislation.
Traditional package in the form of 412-APK
This is directly the Russian form, which indicates the following data:
- Information about the tractor driver (last name, first name, qualification) and the vehicle (number, technical condition).
- Full information about the cargo (where and where it is taken from, weight, name, class, volume).
- The distance between points, fuel consumption, ton-kilometers time spent on the road with and without cargo.
- The time worked by the tractor driver.
Voucher for the bus driver
Like the other documents described above, the bus waybill is designed to record the time worked by drivers and is necessary for calculating their salaries. This is one of the most important primary documents, which includes such data:
- Voucher number, as well as its date, duration.
- The mechanic writes information about the vehicle (technical condition, fuel consumption).
- The dispatcher indicates the specific task that the driver must complete. The same, in turn, puts signatures in several places, agreeing with the data.
If one bus is used by several drivers, and they work in shifts, they make up the required number of tickets (usually two). The waybill for the first driver will include data recorded at the exit, and information will be entered into the document of the second employee upon arrival of the vehicle.
You should know!
All waybills should be filled out carefully and without corrections. The employee who compiles the document is required to use only reliable and relevant information. Otherwise, the driver may be fined by inspection authorities.